How do I add time for occasional freelancers, contractors, or external vendors?

This article is for Administrators and some Managers. Learn more about permissions. If you’re a Member, check out our Member resources.

If you work with freelance, temporary, seasonal, or other occasional types of employees, contractors, or vendors, there are a few options for adding their time to your Harvest account.

Create a general profile

You can create a general profile called Contractor (or something similar) and assign it a dummy email address so that no actual person is invited to access the account. An Administrator or a Manager with special permission to edit time, can then track time to that person's timesheet for one or more contractors. You could also designate, either through task names or in the time entry Notes, which contractor actually logged the time. For example, if you made tasks representing different contractors, you could then report on the time for those tasks to see who tracked those hours.

Note that this method would require a paid seat for the Contractor profile. 

Set up an expense category

If you're not as concerned about the person's actual time getting tracked to your account, you can set up a new expense category from Manage > Expense categories. Then, you could create a billable expense entry for a contractor's cost and include in the entry's Notes or the invoice line item's Description the hours and rate used to calculate the entry's amount. 

This is also a good option for recording costs associated with outside vendors.  

Note that the entry would be associated with the person who entered the expense when viewing reports.

Add a line item to your invoice

As a third option, you can add a free-form line item on any invoice that includes the contractor's hours and rate(s).

Note that this line item wouldn't appear anywhere in your Harvest projects, budgets, costs, etc., so there wouldn't be a way to report on this information. 

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